Request a Management Code

Caroline Buckland Updated by Caroline Buckland

BPM Start Process Overview

Login to MyWorkplace and navigate to your desk. 

Locate the Finance requests applet, this will give you a summary on any previous requests, click arrow and select My Process to view more details.  

A summary of your processes is listed with the process name, description, Status and date. The filter can also be used to search against any of the fields. Use the X to close the window.

Create a Mangement Code

Locate the Finance Request applet and click on the New button. 

The following screen will be displayed – select Request a Management Code.

The following screen is displayed, this will open in a separate web browser. Read the info tab before moving to the next step.

Click on the Next button to move the next tab. Enter all fields marked with a red Asterix.  

Firstly, select a code type from the drop-down menu, this will be one of your management codes then enter a description for the management code. 

All other fields are optional but add any relevant information the approver may require before approving your request. The Requester Name and email will default for your user. 

Click Next to add any additional information. 

For example, should other management code segments be allowed to be entered in data entry along with this code, if so, do they need to be defined or can any code be used? Is there a budget holder responsible for the budgets for this new code?  This can be an existing Financials user. 

A file can be attached to support your request, click the Choose a file.. button.  Locate your file and click on open to attach the document. 

Once complete click on the Finish button.  The Sales request will then be sent for approval. 

A message will be displayed.

The window can now be closed. 

The approver will receive an email. 

 

Save as Draft

The form can be saved as Draft at any point during the creation, the form will not be submitted for approval.

Enter a name and click on the Save button.

A message is received to indicate the draft is saved. 

To access the drafts, select the Request a Management Code option from the applet and select Load from draft. 

You then select the Load from draft button.

Select from the dropdown menu the correct draft to load.

Then select the Load button.

Complete all fields as explained above and click on the Finish button.

A message will be displayed to indicate the request has gone for approval.

Approval

Approval of the request can be via the email by clicking the link.

Email link – click on the link to view the approval task.

Click on Claim to allow the approval. Tasks can always be unclaimed if claimed incorrectly.

A message is displayed to say the task has been claimed.

Check all the tabs and the information is correct.  You will need to enter the code that will be used in Financials.  Make sure this is within you coding policy for your organisation. 

Check the details on the System information tab. 

Make sure the correct relationships for the other management codes have been defined. 

Once complete the Management Code Request can be approved. Enter a comment in the Happy to Approve box on the Info tab and enter Yes in the Happy to Approve box, then click on the APPROVE button. 

A message will display to say the approval was successful.

An email is sent to the requester to confirm the approval.    

Reject a Request

To reject a management code, enter the rejection comments then click on Reject, and enter No in the Happy to Approve box.

A message is displayed to say the task is complete.

An email will be sent to the requester.

Either click the email link or locate the task in task manager.

Make any requested changes and you can then Re-submit, or select Cancel to cancel the request.

The management request will go back through the approval route.

Clicking on the Cancel button will end the process and the form will no longer be in use, the following message will be displayed.

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